IN REPLY 

REFER TO 

ULMSO 

DEFENSE LOGISTICS AGENCY 

HEADQUARTERS 

8725 JOHN J. KINGMAN ROAD 

FORT BELVOIR, VIRGINIA 22060-622 1 

May 3,2004 

MEMORANDUM FOR SEE DISTRIBUTION 

SUBJECT: Defense Logistics Management System (DLMS) SuppIy Process Review 

Committee (PRC) Meeting (04-0 1) April 20-22,2004 and Unique Item 

Tracking Committee (UITC) Meeting, April 22,2004 

The artached minutes of the DLMS Supply PRC Meeting (04-01) and the UITC 

Meeting are forwarded for your information and appropriate action. The next meeting for 

both thc Supply PRC and the UITC will be scheduled at a later date. 

The Defense Logistics Management Standards Office points of contact are Ms. 

Ellen Hilert, 703-767-0676, or email: Ellen.Hilert@dla.mil; Ms. Vermella Savage, 703- 

767-0674, or email: Verinella.Savage@dla.mil and Ms. Mary Jane Johnson, 703-767- 

0677, or email: Mary.Jane.Johnson@dla.mil. 

' Director i/< .-. ~efeme $$.dLanagcrncnt 

Standards 

Attachment 

DISTRIBUTION: 

ADUSD(L)SCI 

Supply PRC Representatives 

UITC Representatives 

Joint Small Army Coordinating Group (JSACG) 

Attendees 

2 

requested, and determine if there are direct vendor deliveries to the TPF site which would 

require a change to the vendor provided 856. DLA will provide a format of the unique 

DIs being used between DSS and the TPF trading partners, as well as a copy of an Army 

publication that outlines the TFP process. A new ANSI qualifier will be selected to 

identify the TPF receipt date and Army will verify whether the priority designator used 

for TPF receipt is the same as that used in requisitioning. 

 (2) Draft PDC, Changes to 846R, Location Reconciliation Request to Support 

End of Day Processing for maps: BACKGROUND: This draft PDC is being proposed by DLA 

to support unique data elements required to support end of day processing for map products. 

Currently, maps are managed in an ICP system called Defense Mapping Agency Automated 

Distribution Management System (DADMS). DSS performs the distribution function and 

interfaces with DADMS through a DLA controlled FTP translator. DSS Location Reconciliation 

Requests (DI DZH) were modified to include 3 unique data elements required by mapping 

products: edition number, edition date, and product effective date. These data elements are not 

currently part of the DLMS 846R, Location Reconciliation Request to Support End of Day 

Processing. ACTION: DLMSO will review proposal and staff a PDC for this change. 

 

 (3) New PDC, GSA Acceptance of Part Numbered Requisitions:

BACKGROUND: In the past GSA has not accepted part numbered requisitions using DI AOB 

(CONUS) and A02 (OCONUS). DISCUSSION: GSA has re-established the acceptance of part 

number requisitions and has changed their system accordingly. DAASC does not currently reject 

these types of requisitions; however Component systems may prohibit the generation of part 

number requisitions and could require modification. No specific changes are required to either the 

MILSTRIP or DLMS manuals. ACTION: DLMSO will publish the document as an Approved 

DLMS Change (ADC) to insure wide dissemination of the GSA policy change. Components 

should determine if systems changes are required to allow part number requisitions to be generated 

for GSA items. 

 b. DLMS Changes under Development. The following DLMS changes are under 

development. The information was provided to keep Components/ERPs informed of specific 

planned DLMS migration targets. Proposed DLMS changes and detailed briefings will be 

provided at a future SPRC meeting. 

 (1) Cataloging Support Transactions. The Defense Logistics Information Service 

(DLIS) has developed a series of DLMS transactions to replace their DI K_ and L_ series 

transactions for cataloging. Four new implementation conventions (ICs) using the transaction set 

888 are under development. In addition, the 824 will be used to identify rejected transactions. 

 (2) Provisioning Support Transactions. DLIS has developed a new DLMS 

transaction to replace their DI CX_ and CW_ series transactions for supply support requests for 

provisioning items. Two new 846 ICs have been developed and one additional IC is under 

development. 
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 (3) Storage Quality Control Report, DD 1225. DLA requested 

DLMSO provide support in developing a new transaction to replace the DLA unique 

CD4/5 transaction used for electronic communication of the DD 1225, Storage Quality 

Control Report, information between the Distribution Standard System (DSS) and the 

DLA Inventory Control Point (ICP). Currently DSS documents and reports to the owner 

of the material, discrepancies found while items are in storage utilizing either an 

electronic exchange with DLA ICPs or the actual paper form for Service ICPs. A new 

DLMS transaction, 842S, is being developed to replace both CD4/5 and the paper form. 

This new transaction will be used under the DLMS for electronic communication of the 

Storage Quality Control Report with all DoD Components. 

 c. Defense Reutilization and Marketing Service (DRMS) Re-engineering 

Initiative: Mr. Neil Watters from DRMS briefed the committee on several new 

initiatives DRMS is working on to improve the way they do business. DRMS future 

vision will include: asset visibility at the time of or before customer declares excess; 

disposal/sell decisions based upon asset visibility versus physical custody of the material; 

receipt in place at the customer site to DRMS inventory; automated issue and removal 

from DRMS inventory for reutilization, donation, sales and transfer; and direct shipping 

from the customer site to the recipient. DISCUSSION: Issues requiring greater 

clarification were discussed. Under the receipt-in-place concept, there must be a 

mechanism to provide funding support to the holding activity for packing, crating, and 

handling (PCH) when the material is acquired from DRMS inventory. There is also an 

issue with how to downgrade the condition of the material electronically. 

d. DLMS Transaction Structure – Multiple Addressing Functionality. 

BACKGROUND: When DSS began its evolution to DLMS for Unique Item Tracking (UIT) 

(serial number handling/reporting capability), one of DSS requirements was to be able to report to 

multiple UIT Registries. Any Service Registry can be represented in DSS as one of: RIC, 

DODAAC, or URL. This includes multiple Registries for the same NSN because they are registered 

at the Program Designator level not merely the NSN. For example, if Navy is the Manager and 

Owner of an NSN that is engaged for UIT control under a Program Designator, and the Army is also 

registered for that same Program Designator (whether they currently own stock or not). DSS must 

report to both Registries any activity against that NSN regardless of the owner for that particular 

receipt/MRO. DAASC responded that they have not implemented the capability to send a 

transaction to multiple addressees and we will need to change the translator to do so when the 

Registers can accept DLMS. DISCUSSION: DLMSO confirmed that multiple addressing 

capability is part of the basic design of many DLMS transactions, and DAASC should be able to 

accommodate this requirement. Implementation does not require that all trading partners be DLMS 

compliant. DAAS should be able receive a single DLMS transaction from DSS and forward in 

either DLMS or MILS formats to all the intended recipients concurrently. ACTION: 

Unfortunately, DAASC was not present for this discussion and DLMSO agreed to follow-up. DLA 

was asked to provide recommendations for prioritizing transactions for DAAS translator 

programming update. Subsequent to the meeting the following transactions were identified as high 

priority: 945A, 527R, 140B, 888B, 856, 861, and 842. 
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e. OSD SAP Requirements Task Force. OSD has formed a task force composed of 

members from the Army, Navy, and DLA to identity standard SAP requirements for DOD unique 

information/processes such as priority codes, advice codes, status codes, the material return process, 

and Unique Identification (UID). The group is chaired by Mr. Mike Hennessy from the Navy ERP 

office. The group has proposed meeting with the SPRC to gain a better understanding of current 

business rules that are reflected in the DLMS/MILS processes which could be incorporated into core 

SAP. ACTION: DLMSO will continue to participate on the task force and will meet separately 

with chair to determine how best to support this effort. 

f. DLMS Migration Status. Mr. Dale Yeakel from DLMSO briefed the DLMS migration 

status. The briefing outlined the requirement mandated by OSD for all Components to migrate their 

systems from the DLSS/MILS to the DLMS ASC X12 transactions or equivalent XML schemas. 

Key dates include April 16th 2004 for submission of Component migration plans; September 15, 

2004 for Component certifications of system compliance; and by January 1, 2005 all systems should 

only be using ASC X12 or equivalent. DISCUSSION: Mr. Yeakel emphasized that both DLMSO 

and DAASC are available to assist in the migration. The Army indicated they would be requesting 

a 45 day extension for submission of the DLMS migration plan to OSD. Mr. Yeakel advised this 

request should be forwarded in writing to OSD. The Army requested DLMSO attend a planning 

meeting in early May to provide assistance in preparing the migration plan. 

 

 g. Army Briefing on Logistics Modernization and DLMS Migration. The Army briefed 

their future LMP/GCSS effort and their plan to migrate to DLMS. During the discussion Army 

indicated they would not be using DAASC as a routing/translation service or for communication 

with external systems when their modernization was fully implemented, but rather a commercial 

product called PML/Netweaver. [Subsequent to the meeting, Army indicated this statement was in 

error and DAASC would be used for external interfaces.] The briefer described a heavy reliance on 

commercial processes and suggested that transactional exchanges would be in the SAP iDoc format. 

DISCUSSION: DLMSO stressed that adoption of best commercial practices is a recognized DoD 

goal, but that the Army cannot take unilateral action where interoperability will be at risk. DLMSO 

reiterated prior requests that the Army identify desired business process changes to the SPRC for 

coordination under the DLMS. In addition, DLMSO clarified that currently approved standard 

formats for transactional exchange (under DoDI 8190.1) do not include iDoc, and that the Army has 

been directed to migrate to the DLMS. 

 h. DD 1348-1A, Issue Release and Receipt Document (IRRD) under DLMS. DLMSO 

introduced a concept for redesign of the IRRD that would begin transitioning the paper form to the 

DLMS. Those data elements required for legacy systems will be retained and revised data content 

under the DLMS will also be accommodated. The redesign will address known deficiencies such as 

the field size for the unit price and correction of the P/S block to CIIC. Mr. Hanna, DLMSO, also 

shared some ideas for an interactive IRRD for future consideration. ACTION: A PDC will be 

staffed after some additional work by DLMSO, including development of revised instructions for the 

form. Components were requested to provide any further recommendations for redesign within the 

next weeks for inclusion in the PDC. 

i. Advice Code 3A. DLA questioned the validity of the deletion of Advice Code 3A from 

the MILSTRIP manual. DLMSO researched and found the deletion to be in error. ACTION: The 
5 

DLMSO MILSTRIP Administrator will publish an administrative change to reinstate the code. 

Components should determine if their systems still consider 3A a valid code. 

j. Updated Status on Items from SPRC 03-03. Refer to 03-03 minutes for background. 

 

 (1) Joint AMCLs 10 (MILSTRAP) and 34 (MILSTRIP), Identification of 

Product Quality Deficiency Related (PQDR) Material. The revised AMCL was published 

January 21, 2004 with for staggered implementation beginning July 2004. DRMS will be able to 

accept disposal actions under Supply Condition Code (SCC) Q for initial implementation, but will not be 

able to process associated management codes. All material sent to the DRMS for disposal in SCC Q 

will be mutilated until DRMS programs are upgraded to accept management codes approximately 

March-September 2005. ACTION: DLA requests Components coordinate transitioning supply 

condition of deficient material already in Distribution Depot storage prior to implementation.

 (2) ADC 20A, Revision of Status Code CX; Application of Status Code D7 for 

Modifier Rejects. No further action will be taken until Army provides further details and 

determines if additional proposed change is required. 

 (3) PDC 108, Mandatory Identification of Controlled Inventory Item Code 

(CIIC) on Transfers to DRMO. This PDC requires mandatory CIIC on the DD Form 1348-1A or 

DD Form 1348-2. ACTION: Publication of the change cannot proceed until DRMO responds to 

the SPRC request for clarification of the need for the change. 

 (4) SDR Transformation Initiative Briefing. Phase I of the SDR initiative will 

begin a phased implementation starting with a limited number of Air Force customers and possibly 

the Defense Reutilization Management Office pending the completion of the information assurance 

assessment currently being conducted by DAASC. The OSD Business Initiative Council funding 

was approved for Phase II and planning continues with the Components to meet the May 2005 

implementation date. 

 (5) Global Transportation Network (GTN) Overview. The question regarding the 

ability of GTN 21 to accept a DLMS data feed from DAAS has not been answered. ACTION: 

DLMS will follow-up with Ms. Stephanie Lopez, the TRANSCOM/DLA Liaison Office. 

 (6) DOD 4160.21 Interim Guidance for Large Quantities. ACTION: No further 

action will be taken on the request to modify procedures for turn in of large quantities of excess 

material (which exceed the record positions in the quantity field) until DRMO provides clarification 

 (7) Supply/Transportation Priority Synchronization Initiative. The Working 

Group is currently requesting formal comments on proposed process changes which overhaul supply 

and transportation priority business rules. 

 (8) PDC 98, Clarification of Transportation Control Number (TC) Usage of 

Modes 9 and X. This PDC is still pending. 

 (9) PDC 100 Now ADC 104, Addition of Routing Identifier (RI) Code of the 

Activity Originating the MRO/LRO/DRO to the 2D Symbol on Issue Release/Receipt 
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Document (DD Form 1348-1A). This change has been approved, but not implemented. ACTION: 

DLA will follow-up to determine if DSS will implement the change in June 2004. 

 (10) PDC 103, Revised Service Code V Use. This PDC is on hold pending a 

decision from the Navy on when the change could be implemented. 

 (11) PDC 104, Clarification of Supply Status BK. No additional action has been 

initiated on PDC 104. 

 (12) Logistics Asset Support Estimate (LASE) Transactions. As noted at SPRC 

03-02, BSM does not accommodate LASE functionality in Release 1 and would not provide a 

workaround to fill the void. ACTION: DLA will investigate current status of BSM LASE. 

Part II: Review of Meeting Topics for Unique Item Tracking Committee (UITC). On the 

morning of April 22, 2004 a joint session was held with the SPRC and the UITC. The UITC then 

continued with additional topics. 

 a. Passive Radio Frequency Identification (RFID) Initiative Overview. Ms. Kathy Smith 

from the Office of the Assistant Deputy Under Secretary of Defense (Supply Chair Integration) 

presented an update of the OSD RFID initiative. The vision of the OSD initiative is to implement 

knowledge-enabled logistics through fully automated visibility and management of assets in support 

of the war fighter. To accomplish the DOD vision, material flowing through the logistics pipeline 

will be tagged with two different types of RFID tags. Active tags allow extremely low-level RF 

signals to be received by the tag and the tag (powered by its internal source) can respond by 

generating a high-level signal back to the reader/interrogator. Active RFID tags can hold large 

amounts of data are continuously powered and are normally used when a longer tag read distance is 

desired. The use of active RFID tags is currently operational within DOD and is used to label freight 

containers and consolidated air pallets. Additional implementations will continue in other areas. 

Passive tags have no on-board battery and they provide short communication ranges (1-5 meters). 

These tags have a low data bandwidth and can’t initiate communications, they must be read. 

passive tags will used on cases, pallets and packaging on UID items. Implementation of passive 

tags within DOD is underway and the requirement for DOD supplies of material and goods to mark 

material is effective January 2005 for all new solicitations issued after October 1, 2004 for delivery 

of materiel on or after January 1, 2005. Ms. Smith emphasized that the use of the RFID technology 

will improve DOD business processes by facilitating hands-off data capture, improving date 

accuracy, and enhancing asset visibility. 

 b. PDC 122, Unique Identification (UID) of Items and RFID in DLMS Shipment Status 

(856S). BACKGROUND: This PDC updates the DLMS requisition-level Shipment Status to 

carry UID information and passive RFID tag information. Since policy and procedures are not fully 

defined, this PDC is considered a planning tool for establishing techniques for accommodating UID 

and RFID tag data within transactional exchanges under the DLMS. DISCUSSION: Ms. Hilert 

explained that the revised shipment status structure provides the flexibility to identify the nonparsable UII value and each of its component elements separately, by using a separate Hierarchical 

Level (HL) loop for each item identified. In addition, there is the ability to identify up to three levels 
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of packing to which an RF tag may be identified, using a separate HL loop for each of the levels. A 

parent/child relationship may be established between the UID and the UID packaging level (to 

associate the UID item with the RF tag on its packaging). Also a parent/child relationship may be 

established between each of the packing levels (e.g., to associate which package is in which pallet).

DLMSO distributed recommendations from Mr. Emmet Lung, DLA AIT Office, to expand the scope 

of the original transaction (based upon the MILSTRIP AS_) to provide status at the shipment level. 

His recommendation included additional data content to specify the number of pieces and quantity at 

each level and to correct the terminology used in the proposal No decisions were reached on the 

RFID content. There was a general consensus on the advisability of including all potential UID data 

content (all elements associated with the DoD UID constructs as well as the unique item identifier). 

ACTION: Components may continue to submit comments. DLMSO will work with appropriate 

working groups and Components to refine the requirement. It is anticipated at this time that a 

revised proposal will be staffed. 

 c. Review of Open Action Items from December 9-10, 2003 UITC meeting regarding 

the Unique Item Tracking Designator Code (UITDC): 

 (1) December 2003 UITC item: The ultimate goal for the UITDC is to make it 

available in the standard FEDLOG cataloging record. DLIS was to advise whether existing 

DOD policy is adequate to justify inclusion of the UITDC in FEDLOG at no direct cost to the 

Components, or is additional policy documentation deemed necessary. ACTION: UITC Chair 

will follow up for DLIS response. 

 (2) December 2003 UITC item: Mr. Dave Osburn, DLIS, indicated that 

continuation of the UITDC CD-ROM on a regular basis might require reimbursement in the 

future, however the arrival of the web-based WEBFLIS could eliminate the continued need for 

the CD-ROM. WEBFLIS is operational and will be modernized in four phases over the next 

year with the UITDC expected to be available by February 2004. UPDATE: Per update Mr. 

Osburn provided by April 7, 2004 email, the UITDC data has been designed into FLIS web 

enhancements, but is not yet tested. Once tested, DLIS will schedule it for implementation. Mr. 

Osburn will advise the UITC when it becomes available in WEBFLIS, however, he emphasized 

those who anticipate they will want to use WEBFLIS should request WEBFLIS access now. The 

web site with access instructions is http://www.dlis.dla.mil/WebFlis. 

 (3) December 2003 UITC item: To facilitate implementation in FEDLOG, Mr. 

Osburn suggested the Component UITC representatives submit the requirement to their Service 

or Agency cataloging representatives. ACTION: DLMSO will “dust off” the original UITDC 

proposal, by May 15, 2004, and update it as needed for the UITC to use to convey the 

requirement to their cataloging representatives. The UITC Chair will provide the same to Mr. 

Osburn to use to pursue FEDLOG implementation from his end. 

 (4) December 2003 UITC item: The committee discussed the procedure by 

which Components submit catalog updates to FEDLOG to better understand how the UITDC 

will be assigned and updated. The specific procedures were not available at the meeting and 

may vary by Component. ACTION: Request the UITC representatives address this issue with 
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their cataloging representatives. Please advise the UITC chair of your findings regarding the 

mechanism that will be used to assign/revise the UITDC in FEDLOG. 

 (5) December 2003 UITC item: The UITC discussed the potential for using the 

existing UITDC as a possible means to identify NSNs requiring a UID, when the item is not part 

of a tracking program. ACTION: DLMSO to draft proposal for review by UITC, prior to 

coordination with ADUSD SCI and the UID Program Office. 

d. Draft Proposed DLMS Change (PDC) 92, DLMS UIT Procedures. PDC 92 

supports the changing environment for maintaining visibility of uniquely identified assets for the 

primary purpose of inventory control and/or engineering analysis using DLMS transaction 

exchanges. DLMS logistics transactions such as receipts, issues, and materiel release orders 

provide UIT data as an integral part of standard logistics processing. ACTION: DLMSO has 

incorporated UITC comments previously received, and revised the procedures to identify 

specific DLMS transactions being used (rather than address generically without transaction 

numbers identified). DLMSO will provide the PDC to the UITC for final review prior to formal 

staffing with the Supply Process Review Committee (PRC). 

 e. Next Meeting. The SPRC 04-02 and the next UITC meeting will be scheduled at a later date via 

email. 

______/signed/________________

ELLEN HILERT 

Supply PRC Chair 

_______/signed/________________ 

MARY JANE JOHNSON 

UITC Chair 

APPROVED: 

______/signed/_______________ 

JAMES A. JOHNSON 

Director, DLMSO 

Enclosure